In legal, financial, and commercial contexts, notarization is a vital process that ensures the authenticity, validity, and enforceability of important documents. A Notary Public acts as an impartial officer commissioned by law to witness the signing of important documents, administer oaths, and deter fraud. In many jurisdictions, documents that are not properly notarized may be rendered invalid or inadmissible in court.

This article outlines the most common types of documents that typically require notarization, particularly in legal practice and transactional law.

1. Statutory Declarations and Affidavits
These are sworn statements of fact made voluntarily and under oath. Affidavits are usually used in court proceedings and must be notarized to confirm the deponent’s identity and the truthfulness of the contents. A Notary Public administers the oath or affirmation and attest the execution of the document.

2. Power of Attorney (POA)
A Power of Attorney is a legal instrument that authorizes one person (the donee or attorney-in-fact) to act on behalf of another (the donor or principal) in legal or financial matters. When intended for use abroad—particularly for real estate transactions, financial matters, or litigation—the POA typically requires notarial attestation, and in some jurisdictions, legalisation or apostille.

3. Certified True Copies (CTC)
A Notary Public is often called upon to certify copies of original documents as true and faithful reproductions. Common documents include Identity documents (e.g., passports, ICs), academic certificates, marriage or birth certificates. Notarial certification may be required by foreign embassies, immigration departments, or corporate regulatory bodies.

4. Letters of Consent or Authorization
Documents such as letters of parental consent, authorization for minors to travel, or consent for third-party representation are often required to be notarized to be recognized by embassies, immigration offices, or educational institutions. The Notary Public will verify the identity of the consenting parties, witness the signing, and affix their notarial seal to confirm legitimacy.

5. Real Estate and Property Documents
Property transactions, especially those involving cross-border ownership or foreign investors, often require notarization, including Sale and Purchase Agreements, Tenancy Agreements and Title Deeds. Notarization ensures authentication of signatures and may support legal enforceability in foreign jurisdictions.

6. Business and Corporate Documents
In international trade, notarized corporate documents are commonly requested by foreign government agencies, banks, or business partners. These may include Board Resolutions, Memorandum and Articles of Association, Certificates of Incorporation and Authority Letters or Mandates. These are typically required for cross-border transactions, company registrations, or opening foreign bank accounts.

7. Declarations for Immigration or Visa Applications
Notaries assist with letters of support, relationship declarations, or affidavits needed for visa applications, adding formal authentication and credibility.

Notarization serves as a powerful tool for verifying authenticity, deterring fraud, and facilitating cross-border legal recognition. Whether you're an individual preparing to execute a Power of Attorney or a corporation engaging in international transactions, the involvement of a qualified Notary Public ensures that your documents meet the requisite legal standards and evidentiary requirements.

If you are unsure whether your documents require notarization or further legalisation, feel free to contact our office. Our team will guide you through the entire process, to ensure your documents comply with both local and international legal protocols, with efficiently, accurately, and care.

JCW LOW & ASSOCIATES
Advocates & Solicitors | Notary Public
B-2-26, Block Bougainvillea,
10 Boulevard, Lebuhraya SPRINT,
PJU 6A,
47400 Petaling Jaya,
Selangor, Malaysia.